Location: Montecito, CA (Hybrid: In-office and Remote)
Job Summary:
LHH is seeking a highly organized and proactive Executive Assistant to support a high-profile CEO in all aspects of operations. This role requires a warm, articulate, and heart-centered approach while managing a fast-paced environment. The Executive Assistant will be responsible for scheduling, communication, and strategic support, ensuring seamless operations during the CEO's travels (approximately 50% of the time).
Duties and Responsibilities:
Calendar Management:
Collaborate with the CEO's personal assistant and executive team to maintain an accurate calendar.
Manage scheduling requests, proactively communicate changes, and resolve conflicts.
Track tasks and projects to prioritize deadlines and organizational developments.
Communication Management:
Manage the CEO's email inbox with discretion, ensuring timely responses to priority communications.
Prepare daily briefs and assist in crafting emails and other correspondence.
Operational Support:
Support the CEO during meetings by taking notes and ensuring action items are followed up on.
Assist with information gathering and research as needed.
Expense Management:
Manage, collate, and file personal expenses for the CEO.
Team Collaboration:
Assist the Personal Assistant and coordinate with other team members as needed.
Liaise with high-profile individuals, including public figures and medical professionals.
Additional Responsibilities:
Manage bios, CVs, and social media obligations.
Be a first point of contact for correspondence, calls, and online communications.
Perform any other relevant duties as assigned.
Qualifications and Skills:
Experience:
Minimum of 5 years in a senior-level executive administrative role, preferably with a high-profile individual.
Communication Skills:
Impeccable written and oral communication skills.
Ability to interact with high-level PhDs, medical doctors, and high-paying donors.
Technical Proficiency:
Proficient in Microsoft Office Suite (Word, PowerPoint, Excel) and familiar with systems like Egnyte and Zoom.
Comfortable using Macs and Apple products.
Personal Attributes:
Warm, nurturing, and competent with a heart-centered approach.
Positive, tenacious attitude, able to thrive in high-pressure situations.
Strong critical thinking, relationship-building, and organizational skills.
Work Style:
Self-directed and able to work without supervision, demonstrating flexibility and resourcefulness.
Detail-oriented with proven multitasking abilities.
Energetic and eager to tackle new projects and ideas.
Work Schedule:
The position is hybrid, requiring 2-3 days in the office when CEO is in town and remote work on other days.